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BOLDER ITTRANSFORMATION TOWN HALL

JUNE 22, 2016:

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Time Session Facilitator

9:00 to 9:10 AMWelcome and General

Transformation UpdateBarb Dawson

9:10 to 9:20 AM Student Success InitiativeAmy Martin, Business Sponsor

Brendan Guenther, Project Sponsor

9:20 to 9:40 AMConstituent Relationship

Management (CRM)

Cheri DeClercq, Business Sponsor

Barb Dawson, Project Sponsor

9:40 to 10:00 AM Security Initiatives and Office 365Mike Walters, Business Sponsor

Seth Edgar, Project Sponsor

10:00 to 10:20 AM Student Financial AidRick Shipman, Business Sponsor

Fred Sudler, Project Sponsor

10:20 to 10:30 AM Summary and Discussion Barb Dawson

AgendaBOLDER IT TOWN HALL

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STUDENT SUCCESSTRANSFORMATION INITIATIVE:

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• Continue to support the creation of a national model for students to be successful Increase overall MSU graduation rate from 79% to 82% by 2020

Decrease time to graduation

Reduce cost of degree

Close opportunity gaps

• Leverage analytics to further student success with actionable data insights

Proactively know who and how to engage early enough to make a difference• Invest in better processes & technology to help our students succeed

Reduce the number of tools and screens advisors are required to use (19+)

Provide consistency of process and experience across advisor communities

Provide modern self-service / direct connections with students• Contribute to holistic student success across domains of the neighborhoods.

Academic, Health & Wellness, Purpose & Development, Intercultural, and Residential pillars.

Within cross-functional collaboration processes of the Engagement Centers

Student Success Mission

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Establishing an ecosystem to help increase graduation rates, reduce the time and cost of a degree, and close opportunity gaps

Student Success Capabilities

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The collection of capabilities and technology below are required to enable MSU to drive student success outcomes.

Student Success Capabilities

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The milestones for establishing MSU’s enhanced Student Success capabilities to drive measurable outcomes are as follows:

Student Success Roadmap-Updates

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CONSTITUENT

RELATIONSHIP

MANAGEMENT (CRM)

TRANSFORMATION INITIATIVE:

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When Opportunity Knocks –Make Business Happen

• Create, share and integrate best practices• Improved productivity• Improved effectiveness• Positive perceptions by end users

Business 101CRM Phase I: Broad Graduate Recruiting/Admissions

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Where We Are

=Great Opportunity

The current state of Broad College of Business Graduate Recruitment and Application landscape

• 9 Graduate Degree Programs• 9 program directors• 4 inquiry/recruiting systems

• Excel database• Apply Yourself/Hobsons• Enrollment Rx• BISK

• 3 application systems• Apply Yourself• GAMS• Bisk

• Disparate systems have resulted in a lack of consistency, limited sharing capacity, and a lack of best practice deployment.

• We recognize there is value in a college-wide CRM

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From the Broad College – this was a great opportunity, given:• Competitive Marketplace – an Enterprise CRM solution will enhance

productivity and effectiveness of recruiting and admissions efforts.• Recognized interconnectivity between Broad Grad Programs and

across student, alumni, and employer stakeholders – a CRM will bridge the information gap and provide better visibility and perspective between interactions amongst these stakeholders.

• Belief in the overall value of a single enterprise-wide CRM –consolidating various systems into one CRM will allow data to be available and useable across many, once separate, areas.

Business Case for a CRMCRM Phase I: Broad College of Business Graduate Recruiting and Admissions

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• Widespread implementation across business schools throughout the nation, including the University of Michigan, Harvard, Minnesota, and more.

• Deloitte was selected as an optimal implementation partner after an extensive RFP process.

Why choose Salesforce and

Deloitte?

13Business Objectives• Develop an enterprise-wide CRM system of engagement to give MSU a 360º view of

students’ life cycles

• Create process/information efficiencies

• Enhance student experience

• Segmentation• Reporting & Analytics• Dynamic dashboards

• Logistics• Communications• Reporting

• Tasks & Activities• Workflow• Case management• Knowledge management • Campaign Management

• Email & SMS Tracking• Communication coordination• Surveys

• 360 view of a constituent• Constituent Attributes• Household/Org management• Relationship management

• Student Portal• Alumni Portal• Faculty Portal

PROCESS MANAGEMENT

CONTACTS MANAGEMENT

COMMUNICATIONS

PORTAL ACCESS

EVENT MANAGEMENT

REPORTING & ANALYTICS

CRM GoalsWhat does CRM aim to achieve?CRM Goals

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• Discovery defined the scope of the project with collaboration and input from MSU, Deloitte, and Broad College stakeholders and remained:

• Interactive• Inclusive• Comprehensive• Efficient

• This optimized and accurately defined the scope for phase I.• Phase 1.1 was added in late May.

Implementation Process

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Finalize next phase scope

Kick Off Phase 2

March April May June July

Go Live

Planning Status Reporting and Monitoring

Discovery Design & Build Testing

Discovery Design & Build UAT

Training Deploy

PrioritizationWorkshop

Project management

Enterprise framework

Enterprise use case 1a:

Support

We are here

Proposed and Actual Timelines

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• Talented team remained professional, efficient, communicative, effective, and realistic

• They maintained the aggressive timeline with relentless deadlines, numerous meetings, and countless emails.

• They were able to achieve their outline goals without disrupting business and overcame the challenges of a staff member leaving, application deadlines, and end of year demands.

• Testing and training are occurring now and we are set to launch by the end of the month.

Bolder by Design – and IT Worked

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SECURITY &

OFFICE 365

TRANSFORMATION INITIATIVE:

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Symantec Endpoint Protection (SEP)

• Purpose: provide a unified and expandable protection platform to safeguard MSU workstations and servers

• Central management provided by MSU Information Security

Web Application Firewall—Coming Soon

Vulnerability Management• Purpose: Active discovery of exposures of MSU systems (detected over 40,000 to date)

• Non-intrusive• Customizable to unit business needs and IT profile• All units can enroll and receive regular reports

• Purpose: In-line protection of MSU web apps

• Detects and prevents known attacks as they happen• Designed to be customized to individual application environment• Available to all units

Security Initiative & Objectives

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Office 365

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Software ToolsAdditional Software will become available over time

Instant messagingAd-hoc video meetings Screen sharing

Larger mailboxesCalendaring across unitsConsistent user experienceOff-site recovery options

Personal StorageReplication to other computers and devicesFile sharing within MSUFile sharing with outside partners

University resourcesDepartment resourcesGroup and work team sitesWorkflowsMulti person document editingDiscussion boardsImage libraries

EMAIL/OFFICE

SKYPE

ONEDRIVE*

SHAREPOINT*

Benefits

• *Policy updates are neededIncreased collaboration

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ImpactsWhat does this mean for you?

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Time available to focus on unique needs

Allow departments and IT staff to focus on unique needs in a department

Budget dollars for teaching, learning & research

Reallocate funding for services that have been paid for centrally

Security standards & licensing

Let the security experts worry about compliance and recoverability

Consistent, reliable and feature rich tools Reduce the “haves” and “have nots” for basic technology needs

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Department Staffing:

WRA

MTH

User EmailUser Calendar

Share MailboxesShared CalendarsRoom Resources

Email

PersonalDepartmental

ResearchGrantsiCER

Storage

Shared DocsNon-MSU PartnersMulti-User EditingInstant Messaging

VideoScreen Sharing

Collaboration

ApplicationsInnovative Tech

Web/Phone AppsDrones

Wearables

Opportunities

D2LHR

FinancialNetworking

Internet

MSU Now

Technology as a ServiceWhat if each department was responsible for their own services?

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STUDENT

FINANCIAL AID

TRANSFORMATION INITIATIVE:

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Student Financial Aid UpgradeProject Overview

• What is the project? A strategic initiative to transition from the current mainframe-based Student Financial Aid system to a client / server-based system utilizing the same vendor.

• What is the output? MSU will implement Sigma’s ProSAM solution on client server technology and integrate with the overall SIS Landscape to replace the Sigma Classic SAM mainframe implementation

• What is the schedule — at a very high level

– Start date: 1/1/2016

– Contract signed: 4/13/2016

– Build / Integration Start: 5/16/2016

– Test Start: 6/1/2017

– Go live: 10/1/2017

– New Aid Year Start: 10/1/2017

– Sunset Classic SAM: 2/12/2019

25Business Impact….. by the

Numbers

Of which….

$658M was

disbursed for the

2015/2016 academic

year

of the student population received financial aid, and….

52,279 students

were enrolled….

37,795 students have been

offered financial aid totaling….

$1,011,225,05665%

For the 2016/2017 academic year….

For the 2015/2016 academic year

Business Impact…by the Numbers

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Business Impact…by the Numbers

• Are there specific challenges that the audience should be aware of?

– There are significant number of integrations with multiple systems

– Business will change from annual to term based (Financial Aid Awarding)

– Federal mandate to implement Early FAFSA application effective October 2016, OFA intends to issue early award letters by December 2016. (Required change in business calendar in the middle of the project)

– As this project moves forward, the federal student aid landscape will be changing which means that there is a high probability that currently unforeseeable changes will have to be incorporated in both software and functional scenarios

• What things do we need to keep on the radar that if forgotten can have adverse implications?

– Technical and Business teams need to determine the optimum solution for providing disbursement functionality through Summer 2018 to support retroactive changes

– There are significant number of integrations with multiple systems

– Continue to be aware of Change Management items and how this new system will impact all consumers of the system: students, staff, operations, etc.

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Working TogetherFinancial aid funding impacts a significant number of students on campus

and on the project requires the help and support of multiple stakeholder

groups to be successful!

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QUESTIONS